Less repetitive admin. A clearer next step for patients.
Explore practical automation for enquiries, booking and follow-up. Start with a workflow your team repeats, then agree the systems, permissions and human handover needed to make it useful. A new website is not always required.
Human handover built into the briefFive agents, each with one clear job.
The same five agents that come built into every Catalyx website. On a website you already have, start with the ones that address an actual need.
Booking Agent
Reduce the exchanges needed to arrange an appointment. Booking support depends on a compatible calendar, access permissions and agreed rules. An appointment should only be confirmed after availability is checked and the booking succeeds; otherwise it needs a clear fallback.
- Scheduling, changes and cancellations within agreed rules
- Calendar compatibility and permissions checked first
- Confirmations and reminders where configured
- Exceptions and clinical concerns routed to staff
Lead Generation Agent
Collect relevant contact details and the purpose of an enquiry, then route it to the right person or connected system. This is about handling incoming interest more consistently, not generating demand by itself or assessing clinical suitability.
- Collect only the information needed for the enquiry
- Categorise by administrative purpose or service
- Route enquiries without making clinical judgements
- CRM updates only through an agreed, tested connection
Enquiry Agent
Use approved practice information to answer routine questions about services, locations and booking. Questions outside that information, clinical concerns and sensitive situations need an agreed route to staff rather than an improvised answer.
- Approved services, opening hours and locations
- Practice-approved appointment preparation information
- Published pricing information without invented estimates
- Enquiry records and handover where configured
Follow-Up Agent
Scope reminders and administrative follow-up around specific events, such as an incomplete enquiry or booking change. Agree channels, timing, permissions, opt-outs and exclusions before enabling messages. Clinical follow-up remains a separate responsibility.
- Follow-up for incomplete enquiries where appropriate
- Appointment reminders on agreed channels
- Campaign follow-up with permissions and exclusions checked
- Replies and exceptions assigned for human attention
Managing Agent
Check that the configured workflows are running, flag failures and provide status reports through agreed reporting channels. Monitoring supports human oversight; it does not remove the need for a named person to handle each issue.
- Checks on the booking, enquiry and follow-up workflows
- Failed bookings, messages and connections flagged
- Status reports on an agreed schedule and channel
- Each issue passed to a named person to resolve
Agree the setup before launch
Map the workflow, check connections and permissions, then test routine requests and failures. Agree who monitors the system and handles exceptions. Availability and delivery scope are confirmed for your practice.
What the practice should gain
The aim is fewer repeated administrative steps and clearer follow-through. Define a baseline, the work to be reduced and what successful handover looks like before judging whether automation is helping.
All five agents come with a Catalyx website. On an existing website, choose the agents that address an actual need; you do not need all five.
- Reduce repeated administrative steps
- Help patients find an appropriate next step
- Measure enquiry-to-booking progress where data permits
- Keep relevant workflow records in agreed systems
- Support staff with clear handover and ownership
- Review capacity and failure handling as volumes change
Agree what can act. Define what needs a person.
Routine administrative actions may run automatically only within agreed rules. Clinical questions and exceptions need a human route. Define approved content, permissions, failure handling and review responsibilities before launch; test these against realistic scenarios.
- Approved knowledge and response boundaries
- Permissions for each action and connected system
- Tested exceptions, fallback and human handover
- Agreed records, monitoring and ongoing review
Clear boundaries, before launch.
- No diagnosis, prescribing or personalised treatment decisions.
- No booking confirmation without verified availability and a successful booking.
- No promise that every website, calendar or practice system can connect.
- No substitute for clinical assessment or urgent medical care.
Better workflows for a private practice.
Less repeated handling
Capture an enquiry once and route it appropriately where the connected systems permit. Reduce unnecessary copying and repeated questions while keeping the information available to the people handling the request.
A next step outside clinic hours
A suitable workflow can capture interest or provide approved administrative information when your team is unavailable. Make it clear when a person will review the request; a recorded enquiry is not a confirmed appointment.
A clear route to human support
Automation should make it easier to reach the right person when a request needs judgement. Agree who receives exceptions, how they are recorded and what happens if the usual handover route is unavailable.
Start with the systems you use
We can review your existing website and enquiry journey before proposing changes. Calendar, CRM or practice-system connections depend on available interfaces and permissions. Compatibility, setup costs and ongoing support need confirmation in the scope.
Choose one useful workflow first
List the questions or tasks your team repeats most often. Review their frequency, the information required and the consequences of an error. Sometimes clearer content or human medical PA support is the better first step. You do not need a patient-facing chatbot to use automation.
What keeps your team repeating itself?
Tell us which tasks take time, which systems you use and where patients get stuck. We’ll discuss a focused starting point and what needs checking before implementation.